Section 1. About Eternal Vigilance

Established in 2005, Eternal Vigilance is an international online community comprised of gamers who enjoy participating in their hobby with mature and respectful friends. We possess a leadership structure, core values, organizational objectives and all of the various characteristics one would expect to find in a socially-developed organization that is primed for growth.

Furthermore, Eternal Vigilance is unique in its design by espousing democratic values, a flexible multi-gaming platform, and an efficient form of self-government.

Democratic Values – We routinely elect individuals into key leadership positions, and involve our members in direct votes when significant changes are made to the way we function as a group.

Multi-gaming Platform – Our members play a wide variety of games, and our structure is designed to support members when they would like to establish Eternal Vigilance as a presence in those games. We are not limited to a single game, nor a single genre.

Efficient Government – While democratic values underly our structure, our form of interaction with each other is designed to be efficient. We have taken great care to ensure that our general desire for fairness and equality does not hinder our ability to function as a competitive gaming force.

Mission Statement: Eternal Vigilance strives to be a friendly and mature gaming community which is adaptable to the interests of its members.

Section 2. Introduction to the Charter

This document, known as our charter, exists for various reasons:

  • First and foremost, it is our internal instruction manual. We have collectively agreed upon the most fair way to approach the management of our community, and the resulting policies and procedures are detailed within this document for all to see and remember.
  • We wish to be transparent to all who seek to join our community. Because our charter is publicly available, visitors who seek to better understand our community may do so.
  • As with any community, disputes and conflicts do occur. The presence of this charter ensures that all such conflicts are capable of reaching an amicable resolution. Our members have agreed to respect all outcomes reached through the use of this charter.

Section 3. Key Concepts

Our charter can be better understood in the context of the following key concepts:

  • Separation of powers. There is not a single individual in Eternal Vigilance that controls all aspects of the community. We have purposely employed the use of checks and balances that are designed to guard against abuses of power.
  • Two-tier structure. This concept permits us to create branches in various games that function independently but which are still unified under a single banner. Therefore there exists a central body, called our “Core Membership,” and individual satellite groups in the games we play, called “portals.” This is not unlike the concept of an international corporation which has franchise properties in various locations around the world. This charter is focused on defining the higher levels of Eternal Vigilance, whereas portals are largely left to their own devices, with a few key exceptions.
  • Bureaucracy vs. fairness. It is not our desire to create a bloated nor convoluted system of procedures, but we do recognize that a lack of agreed-upon policies may compromise the level of fairness that we seek to guarantee to our members. We have designed Eternal Vigilance with the intent of striking a reasonable balance between these two considerations. We strive to maintain a balance between fairness and excessive bureaucracy in the way we operate.
  • The charter is final, but can be changed. All rules detailed within the charter must be adhered to by every member of Eternal Vigilance. If a member disagrees with the charter, they must first seek to amend it before diverging from established policy. In this way, the charter is a living document that is designed to adapt to our members’ needs.

Section 4. Code of Conduct

All members are expected to adhere to the following Code of Conduct:

  1. Treat each other with respect. Our goal is to foster a relaxed, enjoyable and non-judgmental environment, and steps will be taken to reprimand any members that behave irresponsibly.
  2. Ensure personal decisions affecting Eternal Vigilance, its members, and the gaming community in its entirety are ethical and always in accordance with the Code of Conduct. Our goal is to maintain a society based upon integrity and good judgment, and immoral behavior will not be tolerated.
  3. Consider it of utmost importance to maintain a respectful demeanor in the presence of any players in the local gaming community. You are to treat all gamers with respect and represent Eternal Vigilance well. Remember that your every word will reflect on Eternal Vigilance as a whole.
  4. Endeavor to remain active in team decision-making processes while they are in action; we are an extremely democratic community that is dependent on member participation, and therefore require that all members make their best effort to participate in community functions (including elections, policy discussions, and so forth).
  5. Maintain an honest reputation within the community. Internal communication is confidential and should never be shared with non-members. If you find yourself in conflict with a fellow member, please do not hesitate to contact a leader to help resolve the situation peacefully.
  6. Acknowledge that real life issues always take precedent over computer games. It is strongly recommended that members always remain mindful and balance their time wisely; periodically assess the time your game consumes and make an honest evaluation of whether or not your level of participation is healthy. Above all, we are a family and care for your well-being.

Failure to adhere to the Code of Conduct may result in the temporary or permanent suspension of your membership.

Section 5. Structure Overview

Eternal Vigilance has two distinct levels of structure.

  • Core Membership. The Core Membership consists of Eternal Vigilance members who are interested in the multi-gaming aspects of the community. Core Members commonly play multiple games with others in the community, and possess privileges within our structure which enable them to do this more easily than those who are not Core Members. Core Membership is also required before any individual may enter into key leadership positions in the community. Additionally, the Core Membership is the entity responsible for amending the charter when modifications must be made.
  • Portals. Portals are branches of Eternal Vigilance that have been established in various games. A portal contains its own distinct hierarchy and is uniquely designed to suit the needs of the game(s) it plays. A portal is led by a Portal Commander, who is required to be a Core Member. However, the rest of the members of a portal are not required to be Core Members. Portals even operate their own application system and independently recruit new members.

Section 6. Core Membership Structure

Eternal Vigilance is led by an individual who possesses the position of Master Chancellor.

Position: Master Chancellor (MC)

Description: The Master Chancellor performs duties which are very similar to that of a traditional “guild leader.” This position is our highest and most powerful; the Master Chancellor controls all aspects of the community that are not otherwise dictated by the charter. However, the Master Chancellor is not permitted to modify or stray from the charter while going about his or her duties. The Master Chancellor is responsible for providing oversight over all aspects of the community, ensuring that the charter is followed, motivating members, resolving conflicts, forming and executing disciplinary decisions, and for generally overseeing the continued growth and success of Eternal Vigilance in all aspects. It is important to note that the Master Chancellor is afforded such a great deal of trust by the charter because he or she is elected to their position.

Privileges:

  • Administrative access to the community forums and website.
  • Final say over all matters which are not expressly dictated by the charter.
  • May temporarily or permanently suspend the membership of any member of Eternal Vigilance. If the member is a Core Member, removal must be in accordance with the Core Membership Termination procedures detailed in the charter.
  • Direct supervisor to the Chief Architect, Community Manager, Secretary, and Portal Commanders. Empowered to require that these individuals perform their duties in a certain way, except in ways that stray from the intent of the charter.
  • May create and dissolve portals.
  • Permitted to deny any Core or Partner Member membership to a portal.
  • May veto or delay the admission of a Partner Member.
  • When interpretations of the charter are disputed, the Master Chancellor’s interpretation is final.

Restrictions:

  • Not allowed to command any member of Eternal Vigilance to perform an action that is in violation of the charter, and not allowed to violate the charter through his or her own actions.
  • Not allowed to modify the charter.
  • Must accept the outcome of any Master Chancellor election or “no confidence” vote administered by the Community Manager, and voluntarily yield to vote results that may require the transfer of the Master Chancellor position to another individual.
  • Not allowed to simultaneously fulfill the role of Chief Architect, Community Manager, Secretary, or Portal Commander.

Attainment: The Master Chancellor is elected by Core Members once every six months in accordance with the Election Procedures section of the charter. Must be a Core Member.

Removal: The Master Chancellor may only be removed from his or her position through one of the following scenarios:

  • A “no confidence” vote among the Core Membership. If this takes place, an emergency election must be initiated immediately.
  • Defeat in an election.

Special Notes:

  • During any absence longer than three consecutive days, the Master Chancellor must appoint a proxy to fulfill his or her duties. This proxy must be a Core Member. The proxy will assume all privileges and restrictions normally granted to the Master Chancellor, but can only do so when activated. This means, for instance, that the proxy is not allowed to have forum administrative access when not activated, and when activated, the proxy may not simultaneously fulfill the roles listed in the Restrictions section. There is no penalty for failure to appoint a proxy, or for the excessive use of a proxy, however this may place the Master Chancellor at risk of a vote of no confidence.

Position: Vice Chancellor (VC)

Description: The position of Vice Chancellor is designed to support the Master Chancellor. The Vice Chancellor’s authority in the guild is not determined by the charter, and is instead defined by the responsibilities the Master Chancellor has opted to delegate to the Vice Chancellor. The Vice Chancellor is capable of performing any function normally performed by the Master Chancellor, if the Master Chancellor has expressly granted the Vice Chancellor the authority to do so. In this way, the Vice Chancellor is an extension of the Master Chancellor’s office.

Privileges:

  • All privileges afforded to the Master Chancellor, if delegated to the Vice Chancellor by the Master Chancellor.

Restrictions:

  • The same restrictions applied to the Master Chancellor.

Attainment: The Vice Chancellor is appointed by the Master Chancellor. Must be a Core Member.

Removal:

  • The Vice Chancellor can be removed by the Master Chancellor.

Special Notes:

  • The position of Vice Chancellor is allowed to be vacant. The Master Chancellor is not obligated to appoint a Vice Chancellor.
  • Elections have no impact on the Vice Chancellor’s position. A newly elected Master Chancellor may opt to replace the Vice Chancellor with someone new of their choosing, but until that point the Vice Chancellor will retain the position.
  • The Vice Chancellor is not automatically the Master Chancellor’s proxy in the event of absences, and does not automatically enter into the Master Chancellor’s position should the Master Chancellor step down. In order for the Vice Chancellor to serve as the Master Chancellor’s proxy, the Vice Chancellor must be expressly appointed as such; the proxy is allowed to be a different member.

Beneath the Vice Chancellor in our structure exists the Chief Architect and Community Manager. These two positions are equals yet perform administrative duties which are distinct from each other.

Position: Chief Architect (CA)

Description: The position of Chief Architect is intended to be purely an administrative role, and the Chief Architect is not what one would traditionally consider a “leader” in the community – although that is not to say that their duties are any less critical. The Chief Architect performs a set of clearly defined administrative duties, most of which require a proficiency in technology. He or she is the webmaster of the Eternal Vigilance website, and therefore performs duties which involve the modification of website assets (such as applying approved edits to the charter, updating the website when a new portal is created, or modifying forum permissions). Additionally, the Chief Architect performs the role of treasurer, allocating donated monetary funds where necessary for upkeep of community resources and where requested by the Master Chancellor.

Privileges:

  • Administrative access to the community forums and website.
  • Authorized to make modifications to the charter when said modifications have been approved through a majority vote by the Core Membership.
  • May make modifications to the community forums or website, and delegate access to other Core Members to assist him or her in this capacity.
  • May allocate monetary funds from the treasury.

Restrictions:

  • Large-scale website modifications, such as redesigning the Eternal Vigilance website, must first be expressly approved by the Master Chancellor.
  • Not an executive leadership position. Discretionary leadership decisions should be made by the Master Chancellor on behalf of the Chief Architect. This is because the Chief Architect is not an elected official.
  • Not allowed to simultaneously fulfill the role of Master Chancellor, Vice Chancellor, Community Manager, or Secretary.

Attainment: Appointed by the Master Chancellor. Must be a Core Member.

Removal: There is no limit to the amount of time that a Chief Architect may serve in their position, however the Chief Architect can be removed by the Master Chancellor if he or she is deemed no longer suitable or active enough for the responsibilities of their position.

Special Notes:

  • The duties of the Chief Architect are authorized to be fulfilled by the Secretary during any periods of absence. The same privileges and restrictions will be applied to the Secretary when he or she is performing in this capacity. The Chief Architect is expected to be proactive in ensuring that the Secretary is properly trained and prepared to step into this role when necessary.

Position: Community Manager (CM)

Description: The position of Community Manager is intended to be purely an administrative role, and the Community Manager is not what one would traditionally consider a “leader” in the community – although that is not to say that their duties are any less critical. The Community Manager performs a set of clearly defined administrative duties, most of which involve interacting with the community. He or she administers the Core Membership application process, as well as all elections and votes. The Community Manager fulfills a deeply trusted role because he or she is often the first Eternal Vigilance member that many new recruits interact with, and is expected to be intimately familiar with the charter so that the democratic elements of the community are carried out properly. Additionally, the Community Manager is responsible for ensuring that the community roster is up to date.

Privileges:

  • Administrative access to the community forums.
  • Able to grant membership to new community members when approved by the Core Membership.
  • The only position authorized to administer election and legislative vote polls.
  • Authorized to award longevity badges to long-time Core and Partner Members.
  • Permitted to remove Core Members from the community should they fail to meet the minimum standards established by the Activity Requirements section of the charter, or resign in accordance with the Resignation Procedures detailed in the charter.

Restrictions:

  • While the Community Manager regularly facilitates votes among the Core Membership, the Community Manager is often limited in his or her ability to implement the changes mandated by the results. For this reason, the Community Manager must work closely with other members of the community to ensure vote outcomes are enforced.
  • Not an executive leadership position. Discretionary leadership decisions should be made by the Master Chancellor on behalf of the Community Manager. This is because the Community Manager is not an elected official.
  • Not allowed to simultaneously fulfill the role of Master Chancellor, Vice Chancellor, Chief Architect, or Secretary.

Attainment: Appointed by the Master Chancellor. Must be a Core Member.

Removal: There is no limit to the amount of time that a Community Manager may serve in their position, however the Community Manager can be removed by the Master Chancellor if he or she is deemed no longer suitable or active enough for the responsibilities of their position.

Special Notes:

  • The duties of the Community Manager are authorized to be fulfilled by the Secretary during any periods of absence. The same privileges and restrictions will be applied to the Secretary when he or she is performing in this capacity. The Community Manager is expected to be proactive in ensuring that the Secretary is properly trained and prepared to step into this role when necessary.

As noted, an additional position called the Secretary exists. The Secretary is below the Chief Architect and Community Manager in the hierarchy.

Position: Secretary

Description: The individual who fulfills the role of Secretary is not expected to perform any duties except when the Chief Architect or Community Manager are absent. However, the Secretary must be confident in his or her ability to step into their shoes should such an occasion occur, and therefore must endeavor to remain familiar with current policies, procedures and the methods used to carry them out. When activated, the Secretary assumes all of the privileges and restrictions normally applied to the Chief Architect or Community Manager.

Privileges:

  • Authorized to temporarily step into the role of Community Manager and/or Chief Architect, and to assume all of the privileges normally afforded to these positions when doing so.
  • Administrative access to the community forums and website.

Restrictions:

  • The Secretary is afforded no extra privileges beyond that of a normal Core Member except when activated. The Secretary is not authorized to perform Chief Architect or Community Manager duties except when expressly activated by the Master Chancellor, or for the purpose of training while under the direct supervision of the Chief Architect or Community Manager.
  • Not allowed to simultaneously fulfill the role of Master Chancellor, Vice Chancellor, Community Manager, or Chief Architect. The exception being that the Secretary can temporarily fulfill the role of Chief Architect and/or Community Manager when activated, because this is the purpose of the position.

Attainment: Candidates are to be recommended to the Master Chancellor by the Community Manager and Chief Architect, and the position is to be appointed by the Master Chancellor.  Must be a Core Member.

Removal: There is no limit to the amount of time that a Secretary may serve in their position, however the Secretary can be removed by the Master Chancellor if he or she is deemed no longer suitable or active enough for the responsibilities of their position.

Special Notes:

  • While the decision to activate the Secretary should be made jointly between the Community Manager and the Master Chancellor, or the Chief Architect and the Master Chancellor, the power to activate rests only with the Master Chancellor.

Also of note is an additional position called the Caretaker. This is a unique position that operates very independently within our hierarchy.

Position: Caretaker

Description: The purpose of the Caretaker is to provide stability within our structure. The Caretaker possesses no inherent leadership authority, yet is the custodian of the “keys” to the community by owning the community website, forums, treasury, and other critical assets. This is a necessity due to the potential for volatility in our community, as leadership positions frequently change hands, and continuity must be maintained over time across multiple election cycles. By entrusting ownership with an extremely trustworthy member, it is less likely that said critical assets will be compromised. The Caretaker is expected to distribute access to these assets to the appropriate individuals designated by the charter.

Privileges:

  • Authorized to possess administrative access to, and ownership of, all assets owned by Eternal Vigilance, including the website and donated monetary funds.

Restrictions:

  • While the Caretaker possesses master access to many aspects of Eternal Vigilance, it is important that he or she does not exercise the ability to use that access unless authorized. For example, the Caretaker may assist the Chief Architect in his or her webmaster duties only when authorized to do so by the Chief Architect or Master Chancellor.

Attainment: When the Caretaker resigns, he or she is the only individual authorized to appoint their replacement. If the Caretaker is unable or unwilling to do so, or the Caretaker was removed via a vote of no confidence, the Master Chancellor must appoint their replacement.

Removal: The Caretaker can only be removed from his or her position through a vote of no confidence among the Core Membership.

Position: Core Member

Description: All members of the Core Membership are considered a “Core Member” regardless of whether they possess a higher rank such as Master Chancellor. This is both an entry-level position for new recruits who have successfully applied for Core Membership, and intended to be a long-term position for the vast majority of members. Core Members function as voters during movements to amend the charter, when “no confidence” votes are initiated, and during the Master Chancellor election process. Core Members are generally interested in playing multiple games with Eternal Vigilance and are therefore granted the ability to pass freely between portals as they desire.

Privileges:

  • Authorized to attain the rank of Master Chancellor, Vice Chancellor, Chief Architect, Community Manager, Secretary, Caretaker, or Portal Commander.
  • Granted a single vote during charter amendment votes, the election cycles for Master Chancellor, and during motions of no confidence (in the Master Chancellor or Caretaker).
  • May request membership to any portal, and in doing so, is entitled to bypass any portal’s application process.
  • If removed from a portal by their Portal Commander, Core Members are entitled to request an overruling on this decision by the Master Chancellor. If the Master Chancellor agrees to grant an overruling, their membership to the portal will be restored.
  • Authorized to propose amendments to the charter through the Charter Amendment Procedures.
  • The right to wear the |EV| tag, or the name “Eternal Vigilance,” in any game they play, except when the game is home to a portal to which they have been denied membership.

Attainment: Granted by the Community Manager through successful completion of the Core Membership application process. Must be at least 18 years of age.

Removal: Core Members are protected by the Core Membership Termination procedures detailed in the charter, and can only be removed by the Master Chancellor in the event that the requirements for termination are satisfied.

Position: Partner Member

Description: A Partner Member is someone who has been invited by a Core Member to join Eternal Vigilance. This position is best suited for members who wish to participate in the community without becoming involved in leadership. Partner Members possess fewer leadership privileges than Core Members, but can still participate fully in the multi-gaming aspects of the community.

Privileges:

  • May request membership to any portal, and in doing so, is entitled to bypass any portal’s application process.
  • If removed from a portal by their Portal Commander, Partner Members are entitled to request an overruling on this decision by the Master Chancellor. If the Master Chancellor agrees to grant an overruling, their membership to the portal will be restored.
  • The right to wear the |EV| tag, or the name “Eternal Vigilance,” in any game they play, except when the game is home to a portal to which they have been denied membership.

Restrictions:

  • Partner Members do not possess many of the privileges granted to Core Members. For example, they cannot participate in votes (charter amendments, Master Chancellor elections, “no confidence” votes), propose charter amendments, and enter into leadership positions. Partner Members must apply for Core Membership to receive any Core Member privileges which are not explicitly granted to them by the charter.

Attainment: Granted by any Core Member of Eternal Vigilance. Prospective Partner Members may ask a Core Member for an invitation to the position, or a Core Member may decide to extend an unsolicited invitation. Partner Membership is not to be considered official until the member has registered on the Eternal Vigilance forums and has been placed into the appropriate user group (designated by the Chief Architect). The Master Chancellor may veto or delay the admission of any Partner Member. Must be at least 18 years of age.

Removal: Partner Members can be removed for any reason by the Master Chancellor. The Master Chancellor is encouraged to provide justification but is not required to do so. Partner Members are not afforded the same protections given to Core Members.

Special Notes:

  • A member of Eternal Vigilance can either be a Core Member or a Partner Member, but not both.
  • Core Members are expected to exercise good judgment when extending Partner Member invitations, and should exert their best efforts to select quality members. However, Partner Members can be removed easily by the Master Chancellor because they are not subject to the same vetting process that Core Members are required to undergo.
  • Once a Core Member has granted membership to a Partner Member, membership can only be revoked from the Partner Member by the Master Chancellor. The Core Member who originally extended the invitation cannot revoke the invitation after membership has been made official.

Section 7. Portal Structure

The charter takes a minimalist approach towards portal structures and requires only that they be led by an elected leader called a Portal Commander. The Portal Members below the Commander can be organized in various ways at the discretion of the Commander. Portals must document any existing or planned exemptions to the Core Membership Guild Allegiance clause within their portal’s sub-forum. Individual portals may or may not have unique rank structures, which will not be detailed in this document.

Position: Portal Commander (PCO)

Description: Portal Commanders lead all operations within their portal. They are responsible for ensuring that their portal successfully recruits new members, that their members reflect the values of the Eternal Vigilance Code of Conduct, and that his or her portal is successful in achieving what it has set out to accomplish. Commanders are granted a great deal of latitude to operate their portal in ways that may be unique from others, because each portal may need to function differently to be successful in its game(s) of choice.

Privileges:

  • Moderator access to his or her portal boards on the community forums.
  • The ability to add or remove Portal Members for any reason.
  • Final say over all internal portal policies and procedures, except when overruled by the Master Chancellor or when superseded by this charter.

Restrictions:

  • Portal Commanders must at all times operate within the boundaries of the charter. This means that Commanders must also agree to accede to any commands issued by the Master Chancellor.
  • Must accept the outcome of any Commander election or “no confidence” vote administered by the Community Manager, and voluntarily yield to vote results that may require the transfer of the Commander position to another individual.
  • Not allowed to simultaneously fulfill the role of Master Chancellor, Vice Chancellor, or the role of Portal Commander in multiple portals.

Attainment: A portal’s first Portal Commander is appointed by the Master Chancellor upon creation of the portal. An appointed Commander may serve a full term of four months, but must then successfully campaign for the ability to lead subsequent terms in an election administered by the Community Manager. Most Commanders will attain their position through election. Must be a Core Member.

Removal: Commanders may only be removed from their position through the following methods:

  • Defeat in an election.
  • A vote of no confidence among their portal’s members. If this takes place, an emergency election must be initiated immediately.
  • The Master Chancellor is authorized to remove any Commander from their position if they feel that it is in the best interests of Eternal Vigilance. If this takes place, an emergency election must be initiated immediately.

Special Notes:

  • Portal Commanders must establish the identity of a proxy leader who is capable of stepping into their position as a contingency should circumstances require it (such as a leave of absence, missing in action, or removal from their position). This proxy should be capable of leading their portal for a temporary period of time. The identity of this proxy should be known to the Master Chancellor and Portal Members at all times for the duration of a Portal Commander’s term. When such circumstances arise that a proxy must be activated, the Master Chancellor reserves the right to appoint an alternate proxy of their own choosing should they desire to do so, and is not obligated to adhere to the Portal Commander’s choice.

Position: Portal Member

Description: Portal Members are members of Eternal Vigilance which belong to a portal. They may or may not be Core or Partner Members; the position of Portal Member only denotes membership to a portal. Portal Members play the game(s) that their portal participates in, and agree to function in ways set forth by their Portal Commander.

Privileges:

  • Membership access to their portal’s board on the community forums.
  • A single vote during the election for their portal’s Commander.
  • The right to wear the |EV| tag, or bear the name of “Eternal Vigilance,” in their portal’s game.

Restrictions:

  • Not authorized to wear the |EV| tag, or bear the name of “Eternal Vigilance,” in any game except the game(s) which their portal plays, unless also a Core Member.
  • If a portal closes and the Portal Member is not a Core or Partner Member, their membership to Eternal Vigilance will cease to exist. The individual must then seek to join another portal, or become a Core or Partner Member, in order to regain their membership.
  • Not authorized to become a Portal Commander, Master Chancellor, Vice Chancellor, Chief Architect, Community Manager, Secretary, or Caretaker unless also a Core member.

Attainment: Portal Members are granted membership to their portal at their Commander’s discretion. Commanders may choose to create a unique application process for their portal. All individuals must register on the Eternal Vigilance forums, and be placed into the appropriate user group (designated by the Chief Architect), before they can be considered a Portal Member. Must be at least 18 years of age.

Removal: Portal Members can be removed from their portal by their Commander for any reason. The Master Chancellor also reserves the right to revoke any Portal Member’s membership.

Section 8. Core Membership Application Process

In order to become a Core Member, prospective applicants must complete the following steps (at minimum):

  1. Post an introduction on the community forums within the section specifically designated for introductions.
  2. Increase their post count to a minimum of 15 posts.
  3. Complete an application form, which is to be made available on the Eternal Vigilance website. The questions asked on this form are authorized to be of the Master Chancellor’s choosing.
  4. The completed application will be received by the Community Manager, who will then engage in a cursory review of the application. If the application does not meet basic standards, such as length or readability in the Community Manager’s opinion, the Community Manager will ask the applicant to repeat Step 3. Otherwise, if he or she chooses to accept the application, the applicant will be informed that their request for membership has reached Step 5.
  5. Undergo a two week voting period which begins on the date the application was accepted by the Community Manager. During this time, the Community Manager will make the application visible to all Core Members, and Core Members will be invited to vote “Yes” or “No” to the applicant’s admission.
  6. At the end of the two week voting period, the results will be tallied and the vote will determine the outcome of the applicant’s request for membership. A minimum of 65% of voters must vote “Yes” to grant the applicant membership in order for the application to be considered passing.
  7. The Community Manager will inform the applicant of the outcome. If denied, the applicant will be permitted to try again (beginning at Step 3), for a maximum of three attempts. If accepted, the Community Manager will offer a friendly welcome to the new member, announce their admission to the entire community, and adjust their forum permissions to grant the rights associated with Core Member status.
  8. For 90 days following the new member’s admission to the Core Membership, they will be considered to be on a probationary period. During this time, the individual’s Core Membership status may be revoked by the Master Chancellor, pursuant to the Core Membership Termination criteria listed in the charter.

Section 9. Core Membership Activity Requirements

All Core Members must log into the Eternal Vigilance forums at least once every 20 days, or post a Leave of Absence (LOA) in the forum specifically designated for LOAs. LOAs must contain a date of return in order to be considered valid. Valid LOAs will render members immune to the Core Membership activity requirements. The Master Chancellor reserves the right to invalidate any LOA for any reason. Failure to satisfy the Core Membership activity requirements, or to obtain immunity for the entire duration of an absence, will render a member vulnerable to permanent suspension pursuant to the Core Membership Termination criteria.

SECTION 10. Core Membership Allegiance

Core Members are required to represent the guild while participating in games with a current portal. Individual or portal-wide exemptions can be requested. Requests are made to the Master Chancellor who can either approve or deny the exemption for any reason. Representing another organisation in a game that Eternal Vigilance has a stake in, without an individual or portal-wide exemption, is not permitted.

Section 11. Core Membership Termination

There are four reasons for which a Core Member may be permanently suspended from the community:

  1. Failure to adhere to the Code of Conduct in the opinion of the Master Chancellor.
  2. Failure to meet minimum activity requirements.
  3. Failure to successfully integrate during the 90 day Core Membership probationary window, in the opinion of the Master Chancellor.
  4. Failure to adhere to Core Membership Allegiance requirements.

Core Members cannot be terminated for any reason other than those listed above. Members that have been permanently removed from the community must always be permitted an opportunity to re-apply for membership (at which point the community will democratically decide whether to grant readmission through the application process). Upon termination, the reason for removal must be furnished to any Core Member who requests knowledge of the circumstances leading up to the termination.

Section 12. Resignation Procedures

If a Core Member wishes to resign their Core Membership status, they should explicitly say so in a private message directly to the Community Manager through our forums. This will ensure that that their resignation is brought to the attention of an administrator in a timely manner, and that there is no misunderstanding as to the intent of the resignee. If the resigning member fails to follow this step, yet still makes his or her intent to resign very clear through other methods, the Community Manager is authorized to remove their membership. If there is any doubt as to the individual’s intent to resign, the Community Manager must consult the Master Chancellor and defer to their judgment.

If a Portal Member wishes to resign their membership to a portal, they must declare their intent with their Portal Commander or through any alternative procedures designated by the Portal Commander. Officials not associated with a portal are not to process Portal Membership resignations as standard procedure. It is important to remember that a member can resign their Core Membership status without also resigning as a Portal Member.

Section 13. Election Procedures

Elections are a cornerstone of Eternal Vigilance and are held regularly for our most influential positions. Elections are administered by the Community Manager and, due to the sensitivity inherent in passing positions of authority from one individual to another, must be carried out exactly as written in the charter.

Basic Election Process

  1. At the beginning of each calendar year, the Community Manager is required to publish a schedule of dates identifying when each election is set to start and end during the forthcoming year.
  2. The Community Manager must announce that an election cycle is beginning at least one week before proceeding to Step 3. This announcement should include a brief overview of the election process to remind members of the procedures, and must also contain a timetable. The timetable should include set dates for major election milestones, which means at a minimum, the day each election phase (nomination and voting) begins and ends, and the day the elected candidate will first step into office.
  3. All standard (non-emergency) election cycles must begin with a one-week nomination phase. During this time, eligible members are invited to nominate themselves or other members for the position being elected. Nominated individuals must then accept the nomination before the end of this week in order to become an official candidate.
  4. Immediately after ending the nomination phase, the Community Manager must then begin the voting phase. The voting phase will last for one week, and all eligible voters will be entitled to vote for their favorite candidate.
  5. At the end of the voting phase, the results must be tallied. The Community Manager will then announce the results to the membership.
  6. If a new leader is elected, their new privileges and restrictions should take effect on the day that their term is set to begin. The day that the term begins should also coincide with the exact day that the previous term expires.

Position: Master Chancellor
Term Length: 6 months
Term Limit: Unlimited
Eligible Candidates: Core Members only
Eligible Voters: Core Members only

Position: Portal Commander
Term Length: 4 months
Term Limit: Unlimited
Eligible Candidates: Core Members only
Eligible Voters: Portal Members only

Special Notes:

  • All standard Portal Commander elections must be held in tandem. The start and end dates for each Commander’s term should be identical. This does not apply to Commanders who are elected out-of-cycle in an emergency election.

Emergency Election Procedures

Emergency election procedures are to be employed immediately when an office holder resigns or is removed before their term is set to expire. Emergency elections are to follow the exact same procedures as a standard election, with the following exceptions:

  • The Community Manager is not required to provide notice before beginning an emergency election’s nomination phase.
  • The nomination phase must be only three days in duration.
  • The voting phase must be only three days in duration.
  • The newly elected office holder’s term should begin immediately after the voting phase has ended. They will not serve a full term. Their term should end according to the original schedule as if the previous office holder had not departed. This is required to be the case even if the remainder of their term is extremely short. The only office holders entitled to serve a full term are those who have successfully completed a full non-emergency election.

Votes of No Confidence

Any Core Member is entitled to initiate a motion of no confidence in an elected leader or the Caretaker by contacting the Community Manager (Core Members are encouraged to first discuss the motion internally before initiating the vote, but this is not required). The Community Manager will create a vote that must last for exactly 7 days and which must be accessible only to the appropriate category of voters. If voting on the Master Chancellor or Caretaker, only Core Members can participate. If voting on a Portal Commander, only that portal’s Portal Members can participate. If an elected leader is removed through majority vote, an emergency election must be initiated immediately subsequent to removal.

Section 14. Portal Creation/Dissolution

The decision to create or dissolve a portal rests wholly with the Master Chancellor. Each Master Chancellor is encouraged to publish the criteria by which he or she will make these decisions, but is not required to do so.

First Portal Commander

The very first Commander of a newly created portal is to be appointed by the Master Chancellor. If multiple Core Members make themselves known as potential candidates for the position, however, the Master Chancellor is encouraged and authorized (but not required) to initiate an election for this position through the Community Manager. Regardless of the first Portal Commander’s method of appointment, portals must always utilize elections subsequent to the first term.

Portal Requirements

  • All portals must utilize the name “Eternal Vigilance” and the initialism “EV”. When permitted by game mechanics, portals are required to use the tag |EV| rather than any alternatives (such as [EV]). If entirely unable to satisfy this requirement for whatever reason, reasonable efforts must be made to utilize a name that is similar in appearance and theme.
  • Portals must require that their members register on the Eternal Vigilance forums, and portal Commanders must identify legitimate Portal Members by placing them into a forum usergroup designated by the Chief Architect. Individuals who do not satisfy this requirement are not to be considered Portal Members.
  • Individuals who are not Portal Members are not authorized to bear the name of Eternal Vigilance in said portal’s game(s), or wear its initialism or tag.
  • Portals may create their own websites for the purpose of presenting static content to visitors that is tailored to the portal’s specific game(s). However, no portal is allowed to utilize its own forums; all portal websites must link back to the central Eternal Vigilance forums for the purposes of web-based communication and event coordination. The Master Chancellor reserves the right to determine that a website feature does not meet the intent of this requirement.
  • All portals must utilize the same voice communication server, if there is a desire to use voice communication. The Master Chancellor will designate the official voice communication server that must be used for this purpose.

Games Without a Portal

The Master Chancellor is authorized to designate Core Members responsible for facilitating activities in games which lack a portal. However, these individuals are not to be granted authority over other Core Members until the point at which a portal has been created and one of these individuals has been made the Portal Commander. This distinction exists because there is no election or rank infrastructure intended for games in which Eternal Vigilance does not have a portal.

Section 15. Charter Amendment Procedures

The following steps must be followed in order to amend the content of the charter:

  1. Only Core Members can initiate an amendment. The Core Member member initiating the amendment process is encouraged, but not required, to launch a discussion about the desired amendment within the forum designated for Core Member legislative deliberations.
  2. After the member has become confident in the nature of the changes they would like to make, they must write out the exact changes in a form that is ready to be copy and pasted into the charter. The member should be very precise when it comes to indicating what text is to be removed and/or what text is to be added.
  3. The member must then contact the Community Manager and inform them that they have an amendment ready for proposal. The Community Manager will ensure that the basic requirements for the proposal are met, by verifying that the requested modifications are very clearly defined.
  4. The Community Manager will then post the proposed amendment to be voted upon by all Core Members in a “Yes” or “No” fashion for exactly 7 days.
  5. If the majority of Core Members vote “Yes” to implement the amendment, the Community Manager will request that the Chief Architect make the necessary changes to the official copy of the charter on the Eternal Vigilance website. If the majority voted “No,” the amendment process will be concluded without changes to the charter (and the member who initiated the changes must repeat the amendment process from the beginning if they wish to try again).
  6. Successfully passed amendments are to be considered in effect at the exact moment the vote ends, regardless of whether the Community Manager has yet updated the official copy of the charter.